Welcome to the Program Director FAQ page. The following FAQs should help provide clarity and guidance for Fellowship Program Directors using the site and dealing with various aspects of program management. If your question is not answered by the following FAQs, please write to us at [email protected].
As a Fellowship Program Director, you will be using the Fellowship Programs section of the site almost exclusively.
- What should I do if I forget my account information?
If you forget your account information, you can recover your password by clicking on the “Lost Password” link on the Login Page. Use the email address you created the account with for password recovery. - What is the procedure to add an Associate Program Director to a program?
To add an Associate Program Director, the Program Director must create a New Administrative User in the FC account for the designated person and then email their name to [email protected]. The user account will be granted Program Director permissions. - How do I manage administrative users for my program?
You can manage administrative users by accessing the “Manage Program Administrative Users” page. Program Directors have access to this page and can add or delete administrative users, modify their permissions, and control the permissions of Program Director(s). - Who is the Designated Institutional Official (DIO) and what are their responsibilities?
The DIO is an individual with the authority and responsibility for overseeing non-ACGME Fellowship Council programs. Although In some institutions, the DIO may have the dual responsibilities of overseeing both non-ACGME and ACGME programs. They must review and approve program changes and have a key role in the oversight of fellowship programs. - What should I do if my institution’s DIO wants to delegate oversight to someone else?
If your DIO wants to delegate oversight, they should complete a specific form authorizing the delegation to an Alternative Institutional Official (AIO), who should be sufficiently independent from the fellowship program. - What if my Sponsoring Institution does not have a DIO?
If your institution lacks a DIO, you should identify an institutional individual to provide oversight, known as an Alternative Institutional Official (AIO). - What should I do if there is a major change in my program or a change in Program Director?
For major changes, such as a change in Program Director, faculty complement, number of fellows, or designation, programs must submit a Member Change Form for review by the Membership and Accreditation Committees. Member change forms and instructions are found at this link: https://www.fellowshipcouncil.org/fellowship-programs/program-change-notification - How are changes made to my program listing once it’s been approved and made public?
You can make changes to your program listing by logging into the “Programs” section and clicking on the “Manage Your Program Listing” link. Any changes made using the edit pages will immediately show up in the public database and online in the directory. Major changes require approval by the Fellowship Council via the Member Change Form. See FAQ #7. - How should different types of fellowships (e.g., Bariatric and Colorectal) be managed in my program? If you have different types of fellowships, create a separate member account for each type and use a different email address for each account.
- Can I list multiple fellowship openings under the same listing?
Yes, you can list multiple fellowship openings under the same listing, but you must ensure that the number of positions listed matches the number of positions approved by the Membership and Accreditation Committees. - What should applicants do if they want to apply to both 1-year and 2-year positions in a program?
If a program offers both 1-year and 2-year positions, applicants must apply to each position separately. Hence, if an applicant applies only to the 1-year position, they will only be able to rank the 1-year position in the matching process. - How can I check the status of prospective fellows applying to my program?
You can check the status of prospective fellows by using the “Manage Current Applicants to Your Program” link. This will show you how many prospective fellows intend to apply to your program. - May applicants apply to programs or be added to a program’s match rank order list after the application deadline?
No, once the application deadline passes, applicants cannot apply to programs or be added to a program’s match rank order list. - Can I access applications and letters of recommendation after the application period ends?
No, applications and letters of recommendation are only available during the application and matching process cycle. They are archived and cannot be accessed after archiving. - How can Program Directors review fellows’ case logs and manage accounts?
Program Directors can review cases and export case logs. Accounts are created based on matching process results. To review cases or export logs, click on “Manage Fellows” and “View Individual Logs.” - How do I update an Administrative User? Please see the instructions at the following link: https://www.fellowshipcouncil.org/wp-content/uploads/2024/06/FC-User-Guide-How-to-Update-Administrative-Users.pdf
- How do I add a Contributing Faculty Member ? Please see the instructions at the following link: https://www.fellowshipcouncil.org/wp-content/uploads/2024/06/FC-User-Guide-How-to-Add-Contributing-Faculty.pdf
- How do I (or a contributing faculty member) complete an EPA? Please watch the following instructional video: https://vimeo.com/572243805
- How does the Fellow complete an EPA? Please watch the following instructional video: https://vimeo.com/572245065
- When does the application process for NEW MEMBER PROGRAMS open, and how can I be notified about it? The application process for new member programs opens in the spring of each year. To be notified when the new member application opens, please email your name, institution, and email to [email protected].
- What is the process for new member program applications?
Once the new member program application season opens, an application can be started by clicking on the application link. After creating your account and agreeing to the terms, you can edit your application, add an Associate Program Director, and complete various sections. A site visit is required for new member applicants. Once approved, your program listing will be publicly available.